Administrative Assistant

Under minimal supervision, the incumbent in this position will serve as one of two assistants to the Division Chief and Vice Chief, 18 other Faculty and 75 staff physicians in the Division of Hospital Medicine.

This position will serve as an administrative contact person, interacting with University administrators, faculty, fellows, residents, clinic personnel, staff, students and the general public. The incumbent will utilize independent judgment to prioritize tasks and respond to the needs of the faculty and staff; effectively communicate in person, by telephone and in writing, plan, and organize.

Under minimal supervision the incumbent will evaluate situations, make decisions, adjust priorities, and respond with flexibility to requests for assistance in problem solving. The incumbent will have the knowledge of and ability to interpret University and UCDHS policies and procedures regarding travel, reimbursements, purchasing, promotions/merits, and medical staff actions. Exercise independent judgment and diplomacy in handling sensitive and confidential issues. As this position represents the Division Chief, the incumbent should have many years of experience using strong interpersonal, verbal and written skills in order to deal effectively and patiently with people from diverse backgrounds and cultures.

This position will also be responsible for, but not limited to the following tasks: coordinating the Chief's and Vice Chief's activities including managing a complex calendar, scheduling meetings, taking minutes, correspondence, coordinating travel arrangements and accommodations, assisting with the coordination of the Continuous Quality Improvement Program , CV/dossier updates with use of MyInfoVault and PubMed, OATS, recruitment, appointments and re-appointments, and merits/promotions

Apply By Date 5/31/2025 by 11:59 pm

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High school diploma or equivalent experience and/or training
• Two years in a prior administrative position
• Proficiency with MS Office (Word and Excel), Email (ex. Outlook), related computer software
• With minimal supervision demonstrates management, administrative, organizational, planning, and critical thinking skills
• Ability to work independently with minimal supervision and direction as well as part of a team; effective collaborative skills to build trust among faculty, staff and colleagues.
• Excellent organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions, maintaining composure under heavy workload, conflicting priorities or difficult callers/visitors.
• Ability to problem solve in a manner consistent with institutional and departmental goals and objectives.
• Knowledge of UC Davis and UCDHS structures, policies and procedures.
• Skills to develop innovative solutions, to attempt difficult and unfamiliar project assignments, and to respond with flexibility to request for assistance in problem-solving and organizational development.
• Ability to record and format meeting minutes and track follow-up items.
• Expertise in managing complex calendars and to schedule and coordinate large, complex meetings and conferences.
• Ability to deal with all levels of medical and non-medical personnel within UCD/UCDMC and outside agencies.
• The incumbent must be flexible and able to respond under minimal supervision to resolve problems as they relate to the section.
• Strong interpersonal skills to efficiently and effectively communicate (both orally and in writing) with all levels of academic, administrative, clinical, and staff personnel within the school, campus, medical center and the general public.
• Ability to navigate and effectively utilize internet and intranet sites as resources for information and verification.
• Working knowledge of peripherals such as printers, scanners, imagers, etc., is desired.
• Comprehensive knowledge of University Academic Personnel Policies and Procedures and ability to interpret them in a clear and logical manner.
• Knowledge of University of California, Davis and UCDHS policies and procedures preferred and recommend changes to policy and procedures to enhance Department/Division's services (HIPPA and annual JCAHO requirements).

Preferred Qualifications

• Bachelor's degree in related area and / or equivalent experience / training preferred
• HR support experience
• Experience in an academic/healthcare setting
• Outstanding customer service skills with knowledge and ability to utilize tact, professionalism, patience and courtesy in dealing with a wide variety of individuals and to interact harmoniously and positively.
• Typing/word processing skills to quickly and accurately produce a wide variety of documents and materials.
• Proofreading skills to locate errors and ability to correct such errors prior to submission.

Key Responsibilities

• 50% - Executive Administrative Clinical Support
• 20% - Division Chief Assistant
• 10% - Physician Recruitment Coordination
• 10% - Medical Staff/Compliance Coordination
• 10% - Committee Program Assistance

Department Overview

The nationally recognized UC Davis Department of Internal Medicine delivers exceptional health care for adults throughout Northern California. Based in Sacramento, we maintain a primary care and affiliate network that spans 33 counties in the Central Valley, the Sierra Nevada foothills, and the High Sierra. We focus on preventing illness - but when it occurs, we offer specialized and advanced services to diagnose and treat various conditions accurately.

All of our nearly 300 care providers are board-certified primary care physicians of internal medicine. Because our academic physicians also conduct research and teach medical students, residents, and fellows, patients benefit from the latest medical knowledge. Nearly 400 support staff members support our physicians and work closely with more than 140 medical residents undergoing training.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8-5
• Location: Main Hospital (HSP001)
• Union Representation: Yes, CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)
• This is not a H-1B Visa opportunity

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.
  
  

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks